Inviting attendees

When you are creating or editing a meeting and click + Attendee , a dialog opens where you can select attendees for your meeting. In addition, if you click + Guest , you can add guests to the meeting.

Only the organizer can add attendees or guests. For a description of the user roles in MeetingBooster, see "Understanding user roles".

If you use Microsoft Outlook to invite attendees, you can invite persons who are not part of the MeetingBooster installation. When Outlook is synchronized with MeetingBooster, and the meeting information is transferred to MeetingBooster, these persons are added as guests.

Always remember to click Save and Close after changing anything in a meeting. Otherwise, your changes will be lost.

Adding attendees

Click + Attendee .

In the dialog that opens, you can specify the user name in the Add Attendee field. As soon as you start typing, user names that match your search text are shown. You can also select a user from your most used or recently used users.

Using the Conflict Resolver

If one or more of the selected attendees are not available at the meeting time, the following dialog is displayed. It suggests new meeting times that suit all attendees.

To disregard the conflict and schedule the meeting as originally planned, leave the original time slot selected. Note that this may create scheduling conflicts in your organization.

To schedule the meeting at a different time, select one of the suggested available time slots in the dialog. The start and end times for the meeting are updated based on your selection.

The Conflict Resolver is based on availability information from the MeetingBooster server and the users' email client. If calendar synchronization has been enabled, the email plug-in sends scheduling information for the user's meetings to the MeetingBooster server; it does not transfer any other meeting information (such as titles, agendas or participants). The most important meeting information is therefore kept confidential; however, if you do not wish to make any availability information at all from the email client available to the Conflict Resolver in MeetingBooster, you can disable calendar synchronization entirely. See "Setting up the Microsoft Outlook plug-in".

Assigning attendee attributes

After selecting attendees, you can assign various attributes for each attendee.

Deselect the Distribution check box if an attendee should not receive the meeting agenda or the meeting minutes via email when you distribute these documents.

You can change this setting when sending the agenda or minutes. For more information, see "Sending and printing an agenda" and "Editing meeting minutes".

Deselect the Required check box if an attendee is not required to attend the meeting. By default, all attendees are required; note, however, that if a required attendee does not participate in a meeting, the meeting can still be executed.

Select the Co-Organizer check box if an attendee is to be co-organizer of the meeting.

As explained in "Understanding user roles", a co-organizer can assign attendee attributes. If you appoint someone co-organizer of a particular meeting, that co-organizer can therefore make several more attendees co-organizers for the same meeting.

Adding guests

You can invite guests who are not members of the organization's MeetingBooster installation to the meeting.

When you have invited a guest to a MeetingBooster meeting, the guest's name and email address are stored in the MeetingBooster system so that you can easily find the same guest again. The administrator can delete this guest information if necessary; for more information, see "Managing guests".

Click + Guest .

In the dialog that opens, do one of the following:

For each guest to be added, enter a name and an email address, and click Add.

Select a guest from your most used or recently used guests.

When the meeting is saved, all guests receive an invitation via email.

Removing attendees

Select one or more attendees and/or guests that you want to remove on the list, and click Remove .